Pol-Printers, Copiers, and Printing Services

policy policy printer printing Printers, copy copier Copiers, and Printing Services service modified Mon Apr 05 2021 08:24:45 GMT-0400 (Eastern Daylight Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Printers, Copiers, and Printing Services

EFFECTIVE DATE

April 1, 2021

POLICY NUMBER

PUR – 42.00

POLICY APPLICABILITY

This policy applies to all students, employees and visitors who use any form of print including networked or directly connected multifunction devices, single function workgroup devices, desktop devices, toner, ink, paper, supplies and services owned or leased by the University of Louisville or supplied by a third party.

REASON FOR POLICY

This policy is established to promote efficient and effective document management, minimize time, effort and funds expended on printing, ensure compliance with state statutes and federal regulations, preserve data security, and address sustainability.

POLICY STATEMENT

The University of Louisville (University or UofL) has contracted all print services according to state law, to Canon Services America (Canon).   Canon is the exclusive provider of print/copy equipment and services to the University. This includes print and copy hardware, support services and supplies for multifunction print devices only. Employees, students, and visitors are required to use print services and equipment provided by Canon. University funds, including funds from University of Louisville Research Foundation and the University of Louisville Athletics Association shall not be used to pay for desktop printers or personal printing. Employees may use Cardinal Cash to pay for personal printing. Exceptions to this policy may be approved for special circumstances only (see below for Policy Exceptions).

Existing single function/desktop printers or other devices may continue to be used until they are non-functioning and they do not have a valid warranty to cover repairs or replacement. Toner/ink and paper for existing single function and desktop printers are not to be provided by Canon.  Toner/ink for single function/desktop printers must be purchased from the contracted office supply vendor.  All paper must be purchased from the Stockroom. Monochrome two-sided printing should be the default settings on all devices. Color and/or single sided printing may be used as needed but should not be the default setting.

Canon is responsible for ensuring printer hard drives are set to automatically erase stored files daily and secure print used with authenticated card access. Direct print may be used if the device is contained within an enclosed and monitored environment so printed output is not easily viewed by or accessible to unauthorized individuals. Printing or copying of sensitive and/or confidential information (e.g. FERPA, HIPAA, KRS 61.931-934, Gramm Leach Bliley/financial information) must be compliant with applicable privacy and security laws and University policies. The individual creating, copying, or directing the creating or copying of a work that contains sensitive and/or confidential information is responsible for ensuring compliance with applicable privacy and security laws and University policies.United States copyright laws govern the printing, copying, and distribution of copyrighted materials in the US. Printing, copying, or distributing copyrighted works lawfully requires permission from the copyright owner(s), a valid license to make use of the copyrighted work(s), or complying with the requirements of specific exceptions in US copyright law (e.g. fair use, library activities, or other applicable exceptions). Individuals subject to this policy must ensure compliance with applicable copyright laws governing their planned printing, copying and/or distribution activity.

POLICY EXCEPTIONS

Shared networked work group printers and/or multifunction devices shall be used in all cases unless special circumstances (see definitions) clearly justify a need for an exception to use a single function/desktop printer or other device. To submit an exception request, the requester’s Department Head, Dean, or Chair must send an email to sally.molsberger@louisville.edu for review and consideration by the Chief Procurement Officer.

COMPLIANCE

Failure to comply with this policy, other applicable policies, and/or laws may result in disciplinary action and/or legal consequences.

DEFINITIONS

Special Circumstances are defined as a physical limitation, an isolated location, or a unique situation that do not allow for or is not conducive for the use of a shared device.

Print/Printing/Print Services is defined as print and duplication services including the provision and maintenance of multifunction devices used in offices, vended printing in libraries, computing centers and public spaces, operation of the campus print shop, mail room, and sourcing of outside print services.

PROCEDURES

Contract Administration and Procurement Services has delegated the responsibility of specifications and bidding of individual print jobs to printing services. The printing services function has been outsourced to Canon. See University Print and Mail Services web page (http://louisville.edu/printandmail) for more information.

RESPONSIBILITIES

Contract Administration and Procurement Services is responsible for the printing services contract and this policy and Canon is responsible for the delivery of Print and Mail Services.

University employees, students, and visitors are responsible for complying with this policy.

FORMS/ONLINE PROCESSES

See University Print and Mail Services web page:

http://louisville.edu/printandmail 

ADMINISTRATIVE AUTHORITY

Chief Operating Officer

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Contract Administration and Procurement Services
Service Complex
University of Louisville
Louisville, KY 40292
purchase@louisville.edu

HISTORY

This policy supersedes previously established University printing policies, including Printing Services PUR-40.00 and IT Design and Printing policy.

Revision Date(s):
Reviewed Date(s): 

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.